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GDPR

We, Klime-Ezee Ltd. are fully committed to respecting and protecting the personal data of our customers. The purpose of this statement is to set out how we use any personal information that we may obtain from you when trading with us, or when you contact us about our products. We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018 when we deal with your personal data.

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OUR POLICY
The UK GDPR is the UK's law on data protection and privacy. It sets out how organisations must collect, use and protect personal data, and the rights individuals have over their data.

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1. DATA PROTECTION PRINCIPLES
Klime-Ezee Ltd. is committed to processing data in accordance with its responsibilities under the UK GDPR.

The UK GDPR requires that personal data shall be:

  • a. Processed lawfully, fairly and in a transparent manner in relation to individuals;

  • b. Collected for specified, explicit and legitimate purposes, and not further processed in a manner that is incompatible with those purposes;

  • c. Adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;

  • d. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are being processed, are erased or rectified without delay;

  • e. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes or to meet legal requirements;

  • f. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.

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2. GENERAL PROVISIONS

  • a. This policy applies to all personal data processed by the company.

  • b. The Responsible Person shall take responsibility for the Company's ongoing compliance with this policy.

  • c. This policy shall be reviewed at least annually.

  • d. The personal data processed under this provision will comprise of no more than the following fields: full name, company name, address, postcode, phone number, email address, additional information. The field "additional information" will include any information that has been offered by the customer to help with their enquiry, delivering the product, or any information they require to go alongside their order.

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3. LAWFUL, FAIR & TRANSPARENT PROCESSING

  • a. To ensure its processing of data is lawful, fair and transparent, the company shall maintain a Register of Systems.

  • b. The Register of Systems shall be reviewed at least annually.

  • c. Individuals have the right to access their personal data and any such requests made to the company shall be dealt with in a timely manner.

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4. LAWFUL PURPOSE

  • a. All data processed by the company must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests.

  • b. Each party shall ensure that it processes the personal data fairly and lawfully in accordance with the Privacy and Data Legislation during the term of the agreement. Further, the Data Controller shall ensure the processing satisfies an appropriate condition under the schedule below (under point 9).

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5. DATA ACCURACY
The Data Processor agrees to ensure that the Personal Data processed on the order is accurate to their knowledge and agrees to review the accuracy if required. Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.

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6. DATA SUBJECT RIGHTS
Data subjects have rights in relation to their personal data under the Privacy and Data Legislation. Those rights include:

  • i. The right to be informed

  • ii. The right of access

  • iii. The right to rectification

  • iv. The right to erasure

  • v. The right to restrict processing

  • vi. The right to data portability

  • vii. The right to object

  • viii. Rights in relation to automated decision making and profiling

To facilitate the above rights, the Data Processor agrees to store or record the personal data processed under the Agreement in a structured, commonly used and machine-readable format that is compliant with current Privacy and Data Legislation.

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7. ARCHIVING / REMOVAL

  • a. To ensure that personal data is kept no longer than necessary, the company shall put in place an archiving policy for each area in which personal data is processed and review this process annually.

  • b. The archiving policy shall consider what data should/must be retained, for how long and why.

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8. SECURITY

  • a. The company shall ensure that personal data is stored securely, using modern software that is kept up to date.

  • b. Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.

  • c. When personal data is deleted this should be done safely such that the data is irrecoverable.

  • d. Appropriate backup disaster recovery solutions shall be in place.

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9. BREACH

In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data the Company shall promptly assess the risks and if appropriate report this breach to the ICO.

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Outlined below are the services and purposes the personal data will undergo and the specific personal data that will be used by each of those services/purposes.

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Service & Purpose: To process an order and ship the product(s) to the data controller's customer
Personal Data: Customer full name, address, phone number and any additional information
Data Communication: Email & phone

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Service & Purpose: To share the order data with a third-party courier, in line with the third-party access agreement
Personal Data: Customer full name, address, phone number and any additional information
Data Communication: To be decided by the data processor

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Service & Purpose: To undertake any warranties, repairs or replacements
Personal Data: Customer full name, address, phone number and any additional information
Data Communication: Email & phone

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Service & Purpose: To pass enquiries from end users to one of our trusted resellers, so the reseller can contact them about their enquiry (lawful basis: legitimate interests)
Personal Data: Name, company name, email address, phone number, delivery postcode and the details of their enquiry
Data Communication: Email

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10. QUESTIONS
If you have any queries or questions about the way we handle your data, or you'd like to use any of your rights above, please contact us at sales@klime-ezee.com or call 01773 834 910.

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If you're unhappy with how we've handled your data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk.

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